Microsoft Office

Microsoft Excel in Computer

Microsoft Excel

MS Excel in Computer -:Excel is a spreadsheet program that allows you to store, organise, and analyse information. While you may believe Excel is only used by certain people to process complicated data, anyone can learn how to take advantage of the program’s powerful featured. Whether you’re keeping a budget, organising a training log, or creating an invoice, Excel makes it easy to work with different types of data. 

The spreadsheet program also provides tools for creating graphs, inserting pictures and charts, analyzing the data, etc. Microsoft Excel (MS-Excel), Corel Quattro Pro, Snowball, Lotus -1-2-3, Apple Numbers are some of the spreadsheet software. 

Starting MS-Excel 
  1. Click on Start button and type run on text box than click on Run after that Run dialog box will be appear on screen. Now type WinWord on text box and press enter. 
  2. Click Start Button –> All Programs –> Microsoft Office –> Microsoft Office Excel 2023.

Components of Microsoft Excel 

The components are :

  • Title Bar: It shows the name of the application and name of the file. It consists of three button, i. e. minimize, maximize and close. 
  • Ribbon: It consists of a panel of commands which are organized into a set of tabs. 
  • Tabs: It contain the command such as home, insert, page layout, formulas, data, review, view, etc as well as any additional command that you may need. 
  • Status Bar: It displays information about the currently active worksheet. It includes page number, view short outs, zoom slider, etc. 
  • Formula Bar: It is located beneath the Ribbon. It is used to enter and edit worksheet data. 
  • Cell: A cell is the intersection of Row and columns. For example, cell A1 is the intersection of columns A and Row 1. A cell in which mouse pointer available that cell is known as Active cell; cells may contain text, numbers and formulas. 
  • Sheet tabs: This tab appears at the bottom of the Excel workbook. By using sheet tab we can open any worksheet. Each worksheet is identified by label given as Sheet1, Sheet2, Sheet3….etc. You can rename the sheet name according to your requirements. You move from one worksheet to another worksheet by using navigation button. 
Basics of Spreadsheet 

MS-Excel allows creation of spreadsheet. The Basic terms of spreadsheet are

  1. A spreadsheet is a software tool that let’s one enter, calculate, manipulate and analyse set of numbers. 
  2. The intersection of each row and columns is called cell. A cell is an individual container for data. 
It may holds
  • Numbers (Constants) 
  • Formulas (Mathematical equation) 
  • Text(Lables) 

       3. An array of cells is called a sheet or                       worksheet. A worksheet holds                                 information  presented in tabular format               with text that labels the data. 

      4. A workbook is a documents that contains            one or more worksheet. 

      5. A row is given a number that identifies it,              starts from 1,2,3,4,5,………. so on. 

      6. A c olumns is given a letter that identifies             it starts from A… Z, AA… AZ, BA, BB…. BZ             so on. 

      7. A cell pointer is a cell boundary that                      specifies which cell is active at that                        moment.                     

      8. A formula is an equation that calculates                the value to be displayed. A formula must            begin with equal to (=) sign. 

       9. A cell address is used to specified the                   intersecting of row and column of the                   letter and number on worksheet. 

Creating of spreadsheet 

Excel files are called workbooks. Whenever you start Excel application. You’ll need to create a new workbook. You can choose to create a new workbook either with a blank workbook or a pre designed Template or open any existing workbook. 

By using Blank Workbook
  • Select the File tab. Backstage view will appear. 
  • Select new, then click Blank Workbook. 
  • A new blank workbook will appear. 
  • You may go ahead and start typing your sheet. 
By using Pre Designed Template 

In Excel 2023, there are many templates that can save you a lot of time. A template is a pre designed spreadsheet file you can use to create new spreadsheet with the same formatting and predefined formulas. It is saved with a different file extension (.xlsx) and serves as a basis for new files. The template file contains a variety of content and settings that are applied to the new files created from the template. 

  • Select the File tab. Backstage view will appear. 
  • Select New, then several template will appear below the Blank Workbook option. 
  • Select a template to review it. A preview of the template will appear, along with additionalinformation on how the template can be used. 
  • Click create to use the selected template. A new workbook will appear with the selectedtemplate.
Opening an Existing Workbook 
  • Select the File tab. Backstage view will appear. 
  • Select open, then select Computer, then click Browse. You can also choose One drive. 
  • The Open dialog box will appear. Locate and select your workbook, then click open.
Saving a Workbook
  • Click on the Save button on the Quick Access Toolbar. Or Go to File tab –> Select Save.
  • If you are saving the file for the first time, the Save As Pane will appear in Backstage view.

Shortcuts in Ms Excel 

F2 Edit the selected cell.
F5Go to a specific cell. e.g. C6
F7Spell check selected text and documents.
F11Create Shortcut
Ctrl+shift+;Enter the current time.
Ctrl+;Enter the current date.
Alt+shift+F1Insert new worksheet.
Shift+F3Open the excel formula window.
Shift+F5Bring up search box.
Ctrl+ASelect all contents of the worksheet.
Ctrl+ B Bold highlighted selection.
Ctrl+IItalic highlighted selection.
Ctrl+KInsert link.
Ctrl+UUnderline highlighted selection.
Ctrl+PBring up the print dialog box to begin printing.
Ctrl+Z Undo last action.
Ctrl+F9Minimize current workbook.
Ctrl+F10Maximise currently selected workbook.
Ctrl+F6Switch between open workbooks /windows.
Ctrl+pageupMove between excel worksheets in the same excel documents.
Ctrl+page downMove between excel worksheets in the same excel documents.
Ctrl+ Tab Move between two or more open excel files.
Alt+=Create a formula to sum all of the above cells.
Ctrl+ ‘Insert the value of the above cell into cell currently selected.
Ctrl+shift+! Format number in comma format.
Ctrl+shift+$Format number in currently format.
Ctrl+ shift+ #Format number in date format.
Ctrl+ shift+ %Format number in percentage format.
Ctrl+ Shift+ @Format number in time format.
Ctrl+ space Select entire columns.
Shift+ space Select entire row.
Ctrl+ y Repeats the last command to action, if possible in Microsoft Excel.
Ctrl+ W Closes the selected workbook window.
Ctrl+ XCuts the selected cells.
Shortcut keys

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Pooja Rastogi

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